HR Glossary

Two Factor Authentification

Table of contents:

What is Two Factor Authentication?

Two Factor Authentication (2FA) is a security process that requires users to verify their identity using two different methods before gaining access to a system, application, or account. It adds an extra layer of protection beyond a standard username and password.

Rather than relying on a single piece of information (something you know), 2FA combines two of the following:

  • Something you know (e.g. password or PIN)

  • Something you have (e.g. mobile device or security token)

  • Something you are (e.g. fingerprint or facial recognition)

This significantly reduces the risk of unauthorised access, even if login credentials are compromised.

 

How does Two Factor Authentication work?

When 2FA is enabled, users go through an additional verification step after entering their password. This usually involves:

  • Receiving a one-time code via SMS or emailUsing an authenticator app (such as Google Authenticator or Microsoft Authenticator)

  • Approving a login request via a mobile device

  • Using biometric verification like fingerprint or face recognition

Only once both factors are successfully verified is access granted.

 

Why is 2FA Important for Businesses?

Passwords alone are often not enough to protect sensitive business data. Employees may reuse passwords across multiple systems or fall victim to phishing attacks, increasing the risk of breaches.

2FA helps to:

  • Protect employee and organisational data from unauthorised access

  • Reduce the risk of cyber attacks such as phishing and credential stuffing

  • Ensure compliance with data protection standards and security policies

  • Strengthen overall system security without significantly impacting user experience

For organisations handling sensitive information, such as employee health data or absence records, this additional layer of security is especially important.

 

How Does GoodShape Support Secure Access?

GoodShape’s absence management platform is designed with security in mind, helping organisations protect sensitive employee data while maintaining ease of use.

By supporting secure authentication methods such as 2FA, GoodShape enables businesses to:

  • Safeguard employee absence and health data

  • Control access to sensitive information across teams

  • Maintain compliance with data protection regulations

  • Provide a secure, reliable experience for employees and managers

FAQs

Is Two Factor Authentication the same as Multi-Factor Authentication (MFA)?
2FA is a type of Multi-Factor Authentication. MFA can involve two or more factors, whereas 2FA specifically uses two.

Does 2FA make systems completely secure?
No system is completely immune to threats, but 2FA significantly reduces the risk of unauthorised access.

Is 2FA difficult for employees to use?
Most modern 2FA methods are quick and user-friendly, often taking just a few seconds to complete.

Do all systems need 2FA?
It is strongly recommended for systems that store sensitive or personal data, particularly in business environments.

 

Related terms...

Short-term Absence

Sick Leave

Absence Policy